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DESTRUCTION OF PUBLIC RECORDS <br /> Q. When can I destroy records? <br /> A. Each records series listed on this schedule has specific disposition instructions that indicate how long that <br /> series must be kept in your offices. In some cases,the disposition instructions are"Retain in office <br /> permanently,"which means that those records must be kept in your offices forever. (See also the question <br /> below,"How should I deal with my permanent records?') <br /> Q. How do I destroy records? <br /> A. After your library has approved this records retention and disposition schedule,records should be destroyed in <br /> one of the following ways: <br /> a) burned,unless prohibited by local ordinance; <br /> b) shredded,or torn up so as to destroy the record content of the documents or material concerned; <br /> c) placed in acid vats so as to reduce the paper to pulp and to terminate the existence of the documents or <br /> materials concerned; <br /> d) buried under such conditions that the record nature of the documents or materials will be terminated; <br /> e) sold as waste paper,provided that the purchaser agrees in writing that the documents or materials <br /> concerned will not be resold as documents or records. <br /> —N.C.Administrative Code,Tide 7,Chapter 4,Subchapter M,Section.0510 <br /> Confidential records should be destroyed in a secure manner so that the information contained in them cannot <br /> be used. <br /> Q. How can I destroy records if they are not listed on this schedule? <br /> A. Contact the Records Management Analyst assigned to your county. Your analyst will discuss the nature of the <br /> records with you to determine if the records have historical value. If the records do have historical value,we <br /> will discuss the possibility of transferring the records to the State Archives to be preserved permanently. <br /> If the records do not have historical value,we will ask you to complete a Request and Approval of <br /> Unscheduled Records Disposal(located at the end of this schedule)if the records are not currently created. <br /> If the records are an active records series,your analyst will help you develop an amendment to this schedule so <br /> that you can continue to destroy the records appropriately. <br /> Q. I have some old records that aren't on this schedule, but that we don't <br /> use any more. How can I get them destroyed? <br /> A. At the end of this schedule is a form called the Request and Approval of Unscheduled Records Disposal. <br /> Complete that form and submit it to us. We will get in touch with you,and make a determination about that <br /> destruction. <br /> Q. Do I have to tell anyone about the destruction? <br /> A. We recommend that you report on your records retention activities to your Board of Commissioners on an <br /> annual basis. This report does not need to be detailed,but it is important that significant destructions be <br /> entered into the minutes of the Board. <br /> Q. Computer storage is cheap. I'll just keep my computer records. <br /> A. The best practice is to destroy all records that have met their retention requirements at the same time, <br /> regardless of format. <br /> Q. Can I give my old records to the historical society? <br /> A. Before you offer any record to a historical society,or any other entity,you must contact the Records <br /> Management Analyst assigned to your county. Permanent records must be kept either in your offices or at the <br /> State Archives. <br /> vi <br />